Consultant - Facilities and Field Support Officer- Critical Success Factors, Khartoum, Sudan

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

JOB PURPOSE

This position will contribute to Sudan CO strategy managing the facilities, the guesthouse and providing field support to Area and field offices.

The right candidate to cover the role will need to have demonstrated ability to establish priorities for a Unit and to plan, coordinate and monitor the work of those under supervision.

A complete and in-depth grasp of office administration practices and procedures within the UN sector is essential as well as the ability to make a thorough analysis and draft clear and concise reports.

The position reports to the Senior Head of Administration and is based in Khartoum Sudan with the possibility of travels to field locations.

KEY ACCOUNTABILITIES (not all-inclusive)

• Coordinate and lead Sudan CO accommodation and Facilities management team country wide, including contractor’s management for all facilities related services, and other partners, internal and external;
• Oversee the identification of guesthouse and camp technology requirements as well as Allocation of office space in those facilities, and sleeping modules /beds;
• Establish and implement MoUs and SLAs with other UN Agencies to optimize interagency facilities and accommodation services provision under WFP coordination. Tracking and reporting the cost recovery performance.
• Enforcing all financial regulations pertinent to the management of cash, reconciliation of accounts, assurance and follow up of setup and maintenance of guesthouse Wings accounts.
• In collaboration with Sudan Engineering Team review and prepare cost estimate for preventive and extraordinary maintenance of Sudan CO facilities
• Follow up and monitor implementation of IRM business model of Accommodation on-demand common services under Sudan CSP.
• Coordinate and implement roll out of Humanitarian Hub for all facilities in Sudan CO.
• Responsible for the establishment and management of WFP office and accommodation to support WFP emergency response whenever needed.
• Build capacity of Sudan CO Accommodation and facilities management team in Khartoum and in the Area and Field Offices to effectively manage accommodation and facilities in full compliance with UN rules and regulations aiming full customer satisfaction.
• Provide efficient Admin guidance and support to Field Operations. Monitor and oversee admin services and operations. Interpret, apply and disseminate a broad range of policies, regulations and roles in the management of WFPs Admin Services policies, rules, regulations and procedure as well as standards and techniques related to field administration support.
• Addressing all guest complaints and suggestions, ensuring all quality standards are met; and Producing regular reports on guesthouse financial, operational and quality of service performance.
• Drive best practice solutions to achieve programmatic goals, develop and implement improvements to Administration processes and systems in order to improve efficiency and effectiveness of operations, minimize risk, and align services with business objectives.
• Drive and implement Digitization initiative within Admin sections in Sudan CO and Area and Field Offices.

• Environmental sustainability and EMS implementation in Sudan. Systematically consider the environment from the earliest stages in the design of its CSPs, operations and other activities, seeking to understand the correlations between healthy local ecosystems and the livelihoods of the people it serves.

• Support Occupational Safety and Health focal point for Sudan CO and lead assigned related activities as listed in the TOR of OSH focal Point.

• Evaluate and monitor administrative services and implement changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives.
• Ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are enforced and functioning correctly;
• Assess expenditure in administration for previous years; calculate new requirements and prepare budget plans for designated areas of work;
• Administer common premises to ensure efficiency, cost-effectiveness and timeliness of operations and services;
• Implement procedures to ensure that all assets are checked on a regular basis and ensure that they are in working order, report any assets that are damaged or not being used;
• Ensure that risk analysis and management, and emergency Administrative preparedness is timely undertaken and adequately reflected in the Contingency plan. Periodically monitor the management of risks and report on any actions taken.
• Define Key Performance Indicators to measure efficiency of policies in achieving quality and financial targets

STANDARD MINIMUM QUALIFICATIONS

Education:

University degree in Business Public Administration, Engineering, or other relevant fields relating to office management and administration.

Professional experience:

At least 5 years of professional experience in similar roles.

Experience in the UN system in a similar role

Has demonstrated a high level of proficiency in WFP/UN administrative operating standards in day to day work.

Has provided coaching or training to new staff members within area of expertise

Knowledge and skills:

Knowledge Ability to compile market surveys, basic feasibility studies or concept notes & Skills.

Basic project proposals and documents of the same nature.

Has provided direction and instruction to more junior staff members within area of expertise

Has provided coaching or training to new staff members within area of expertise

Language:

Proficiency (level C) in English. Knowledge of Arabic would be considered as an advantage.

DEADLINE FOR APPLICATIONS

19 February 2022

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.